MS WORD

Definition:

Microsoft Word is a word processing program introduced by Microsoft Corporation. It is

a program of MS Office package. This program helps you to create professional looking
documents easily. A word processing program allows you to create different kinds of
documents. For example: resumes, reports, letters etc.. A word processor allows a user to
manipulate the text on your screen, add pictures, correct any mistake that you made, and
change the margins.

Creating a New Document

There are several ways to create new documents, open existing documents, and save
documents in Word:
􀂃 Click the Microsoft Office Button and Click New or
􀂃 Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you
have many choices about the types of documents you can create. If you wish to start from
a blank document, click Blank. If you wish to start from a template, you can browse
through your choices on the left, see the choices on center screen, and preview the
selection on the right screen.
Opening an Existing Document

􀂃 Click the Microsoft Office Button and Click Open, or

􀂃 Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or

Saving a Document

Click the Microsoft Office Button and Click Save or Save As (remember, if you’re
sending the document to someone who does not have Office 2007, you will need to click
the Office Button, click Save As, and Click Word 97-2003 Document), or
􀂃 Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or
􀂃 Click the File icon on the Quick Access Toolbar as shown in the figure.

Editing a Document

Inserting Text
There may come a time where you may need to go and add some words or a phrase to a
paragraph that you have typed. Click where you want to add the text and start typing.

Deleting Text
You may want to delete text in a document you created. Select the text that you want to
delete
and press the delete key.

Moving Text
When we have a document and are proofreading it, you may decide to move a paragraph
or some
words to a different part of your document.

1. Type the following sentences: I love the library! It holds a lot of

books. It is my favorite place.
2. Select the sentence It is my favorite place.
3. Click the Cut button in the clipboard group on the Home Tab.
4. Click at the end of the first sentence (I love the library!) so that the
cursor is blinking at
right after the exclamation point.
5. Click the Paste button in the clipboard group of Home Tab on Ribbon. You should
now see the sentence that you cut reappear.
Copying Text
You may want to copy text from one paragraph to another or to a complete different
document.
1. Select all 3 of the sentences.
2. Click the Copy button in the clipboard group on the Home Tab.
3. Click at the end of the last sentence and press the Enter Key twice.
4. Click the Paste button in the clipboard group of Home Tab on Ribbon. You should
see a copy
of the sentences inserted in the spaces below.

Note: You can also right click on your selection and find the Cut, Paste & Copy
commands.

Using Spelling and Grammar Check

When you have finished your document you can check the spelling and grammar of your
document by using the Spelling and Grammar command. There are a couple of ways
that you can do this command. If you see a red wavy line this means it is a spelling error.

If you see a green wavy line this means it is a grammar error. If you see these errors
while you are typing you can right click on the word and it will give you suggestions to
fix the error. Below are examples of what you will see.

You can also use the Spelling & Grammar button in the Proofing group on the
Review Tab of the Ribbon. When you click this it starts to check your grammar and
spelling throughout your document. When it comes across an error a dialogue box
appears. You can either change or ignore the suggestions it gives you. It is recommended
that you use Spelling & Grammar check before you print your document.

Formatting Text

Formatting refers to the elements of styles and presentation that are added to the
documents through the use of margins, indents and text of different sizes, weights and
styles.

Font: A font is a set of printable or displayable text character s in a specific style and
size.

Font Size: Refers to the point size of a set of characters in a particular typeface.

Typeface: The type design for a set of fonts is the typeface. Variations of this design
form the typeface family.
For e.g.: Helvetica is a typeface family, Helvetica italic is a typeface, and Helvetica italic
10-point is a font.

Styles A style is a format-enhancing tool that includes font typefaces, font size, effects
(bold, italics, underline, etc.), colors and more. You will notice that on the Home Tab of
the Ribbon, that you have several areas that will control the style of your document: Font,
Paragraph, and Styles.

MS Word provides a menu for formatting the text.

On the Home Tab there is a Font group. In this group you can chose the different things
to change the look of your font.
Font Group

In the Font Group you have the ability to change the Font Type, Size and can change the
color, case and look of the text with Bold, Italics, Underline, and Strikethrough. Some of
the buttons in the Font group include:

To change the font typeface:

􀂃 Click the arrow next to the font name and choose a font.

Font Styles and Effects

Font styles are predefined formatting options that are used to
emphasize text. They include: Bold, Italic, and Underline. To
add these to text:
􀂃 Select the text and click the Font Styles included on the
Font Group of the Ribbon, or
􀂃 Select the text and right click to display the font tools

Change Text Color

To change the text color:
􀂃 Select the text and click the Colors button included on the
Font Group of the Ribbon, or
􀂃 Highlight the text, right click, and choose the colors tool.
􀂃 Select the color by clicking the down arrow next to the font color button.

Highlight Text
Highlighting text allows you to use emphasize text as you would if you had a marker. To
highlight text:
􀂃 Select the text
􀂃 Click the Highlight Button on the Font Group of the Ribbon, or
􀂃 Select the text and right click and select the highlight tool
􀂃 To change the color of the highlighter click on down arrow next to the highlight
button.

Grow Font/Shrink Font - - This button allows you to quickly increase and
decrease the font size without having to type any numbers in.
Clear Formatting - - This button allows you to cancel out any formatting changes
you made to the text without having to either go back through and deselect the font
selections you made or just retyping the text with plain formatting. Select your text and
click this button to quickly clear any formatting changes you do not like.

Subscript/Superscript - - This button allows you to display text in small letters

either below or above the text baseline.

Change Case - - Did you accidentally type everything in UPPER CASE and need to
change it back to lower case? Or did you decide that you want a title to be displayed in
UPPER CASE? Highlight your text and then click the drop down arrow next to this
button to quickly choose the case you desire.

Formatting Paragraphs
Formatting paragraphs allows you to change the look of the overall document. You can
access many of the tools of paragraph formatting by clicking the Page Layout Tab of the
Ribbon or the Paragraph Group on the Home Tab of the Ribbon.

Change Paragraph Alignment The paragraph alignment allows you to set how you
want text to appear. To change the alignment:
􀂃 Click the Home Tab
􀂃 Choose the appropriate button for alignment on the
Paragraph Group.
􀂃 Align Left: the text is aligned with your left margin
􀂃 Center: The text is centered within your margins
􀂃 Align Right: Aligns text with the right margin
􀂃 Justify: Aligns text to both the left and right margins.
Indent Paragraphs Indenting paragraphs allows you set text within a paragraph at
different margins. There are several options for indenting:
􀂃 First Line: Controls the left boundary for the first line of a paragraph
􀂃 Hanging: Controls the left boundary of every line in a paragraph except the first
one
􀂃 Left: Controls the left boundary for every line in a paragraph
􀂃 Right: Controls the right boundary for every line in a paragraph

To indent paragraphs, you can do the following:

􀂃 Click the Indent buttons to control the indent.
􀂃 Click the Indent button repeated times to increase the size of the
indent.
􀂃 Click the dialog box of the Paragraph Group
􀂃 Click the Indents and Spacing Tab
􀂃 Select your indents

Mail Merge in MS Word

Mail Merge and its importance

Mail merge is a feature in MS-Word that enables you to create multiple copies of a
document with small changes in each. It is a way of placing content from a spreadsheet,
database, or table into a Microsoft Word document. Mail merge is ideal for creating
personalized form letters or labels instead of editing the original letter several times to
input different personalized information. As you can imagine, this can save a lot of time
as well as worry about not changing all of the information for the new recipient.

Take an example of appointment letter. For every employee the format and structure of
letter is almost identical except those information related to the employee.

Steps of creating a Mail Merge in MS WORD 2007

Step 1
On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge
Wizard.

Step 2
Select document type

1. In the Mail Merge task pane, click Letters. This will allow you to send letters to
a group of people and personalize the results of the letter that each person
receives.
2. Click Next: Starting document.

Step 3
Select the starting document

1. Click one of the following options:

o Use the current document: Use the currently open document as your
main document.
o Start from a template: Select one of the ready-to-use mail merge
templates.
o Start from existing document: Open an existing document to use as your
mail merge main document.

Currently select “Start from existing document” as the invitation is

available with you.

2. In the Mail Merge task pane, click Next: Select recipients.

Step 4

Select recipients

When you open or create a data source by using the Mail Merge Wizard, you are telling
Word to use a specific set of variable information for your merge. Use one of the
following methods to attach the main document to the data source.
1. In the Mail Merge task pane, click Next: Select Recipients.
2. Click Type a new list.
3. Click Create.
The New Address List dialog box appears.

In this dialog box, enter the address information for each record. If there is no
information for a particular field, leave the box blank.

By default, Word skips blank fields. Therefore, the merge is not affected if blank entries
are in the data form. The set of information in each form makes up one data record.
 After you type the information for a record, click New Entry to move to the next
record.
To delete a record, click Delete Entry. To search for a specific record, click Find Entry.
To customize your list, click Customize. In the Customize Address List dialog box, you
can add, delete, rename, and reorder the merge fields.
 In the New Address List dialog box, click OK. In the Save Address List dialog
box, type the name that you want to give to your data source in the File name
box, and then click Save.
 In the Mail Merge Recipients dialog box, make any changes that you want, and
then click OK.
 Click Next: Write your letter to finish setting up your letter.
 Save the main document.

When you save the main document at this point, you are also saving the data source and
attaching the data source to the main document.
 Type the name that you want to give to your main document, and then click Save.

To proceed to the next step, click Next: Write your letter.

Step 5
Write your letter

In this step, you set up your main document.

1. Type or add any text and graphics that you want to include in your letter.
2. Add the field codes where you want the variable information to appear. In the
Mail Merge task pane, you have four options:
o Address block: Use this option to insert a formatted address.
o Greeting line: Use this option to insert a formatted salutation.
o Electronic postage: Use this option to insert electronic postage.

Note This option requires that you have a postage software program
installed on your computer.
o More items: Use this option to insert individual merge fields. When you
click More Items, the Insert Merge Field dialog box appears.

Note Make sure that your cursor is where you want to insert the
information from your data source before you click More Items.
 3. When you finish editing the main document, click Save or Save As on the File
menu.

Note In Word 2007, click the Microsoft Office Button, and then click Save or
Save As.

Name the file, and then click Save. To proceed to the next step, click Next:
Preview your letters.

Step 6

Preview your letters

This step allows you to preview your merged data, one letter at a time. You can also
make changes to your recipient list or personalize individual letters. To move between the
recipients in the list one can click the “>>”.
On clicking the “>>” the next recipient’s name and address block appears in the letter.

To proceed to the next step, click Next: Complete the merge.

Step 7

Complete the merge

This step merges the variable information with the form letter. You can output the merge
result by using either of the following options:
 Print: Select this option to send the merged document directly to the printer. You
will not be able to view the document on your screen.
When you click Print, the Merge to Printer dialog box appears. In the Merge to
Printer dialog box, you can choose which records to merge. When you click OK,
the Print dialog box appears. Click Print to print the merge document.
 Edit individual letters: Select this option to display the merged document on
your screen. When you click Edit individual letters, the Merge to New
Document dialog box appears. In the Merge to New Document dialog box, you
can choose which records to merge. When you click OK, the documents are
merged to a new Word document. To print the file, on the File menu, click Print.